Fleet Management Department. FY2016 Budget Presentation Victor W. Ayres Director June 3, 2015

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1 Fleet Management Department FY2016 Budget Presentation Victor W. Ayres Director June 3,

2 Fleet Management Department Organizational Chart FY2016 Fleet Management Department, Victor W. Ayres $98,488,493 FTEs Finance Department Human Resources General Services HITS Director s Office Fuel Management Fleet Operations Asset Management Parts Management $7,552,973 FTEs: 9.4 $31,187,275 FTEs: 13.0 $26,530,753 FTEs: 4.7 $684,109 FTEs: 7.0 $820,566 FTEs: 10.0 Leadership and management of the Fleet Management Department and Fleet Share Administer citywide fuel program and fuel site maintenance Prepares vehicle and equipment readiness to meet departments requirement Licensing, titling, acquisition, and disposal of all city vehicles Oversight and management of the Parts supply relationship NAPA & Vendor Contracts HPD Maintenance SWD Maintenance HAS/PRD/Body Maintenance HFD Maintenance PWE Maintenance $4,504,473 FTEs: 60.2 $6,033,887 FTEs: $4,497,211 FTEs: 62.0 $3,553,240 FTEs: 44.8 $13,124,006 FTEs: 84.3 Maintenance of all HPD vehicles Maintenance of all SWD vehicles Maintenance of all HAS & PRD vehicles, and body work for all City vehicles Maintenance of all HFD vehicles Maintenance of all PWE vehicles 2

3 Fleet Management Department FY2015 Accomplishments Awards and Recognition Leading Fleet, top 20 ~Government Fleet Magazine #26 fleet in the nation ~100 Best Fleets/American City and County Green Fleet ~100 Best Fleets Sustainability All-Star ~Government Fleet Magazine FleetShare Over 50% increase in utilization; expanded to 84 vehicles at 15 locations Reduced fleet by 44 vehicles 90% of survey respondents rated program positively Fleet Operations Reduced overall average repair cost per vehicle 9% Increased average operational readiness rate of critical vehicles Introduced aggressive PM (Preventative Maintenance)program 6/4/2015 3

4 Fleet Management Department FY2015 Accomplishments Alternative Fuel Purchased Hybrid and CNG SWMD vehicles Purchased 3 propane pickup trucks and 8 mowers for PWE Fuel Management Implemented small site supplemental fuel deliveries Automated 8 additional sites with Fuel Force system 6/4/2015 4

5 Fleet Management Department FY2016 Initiatives Goal to double Fleet Share Expand vehicle tracking program Tire disposal process Conduct safety inspections with HR Dept. Continue to assess alternative fuel technologies 5

6 Fleet Management Fund 1005 Summary (in millions) Fund Revenue Revenue +/- Expenditure Expenditure +/- Fund Balance Fund Balance FY15 Current FY16 $/% FY15 Current FY16 $/% FY15 FY16 Prop. 2 FIN - Fleet Management $1.3 $0.0 Fund Budget Proposed Budget Proposed Budget 2 -$1.3 / -$1.3 / $1.3 $ % % $0.00 $0.00 FMD - Fleet Management Fund 1005 $96.8 $98.5 $1.7 / $1.7 / $96.8 $ % 1.8% $0.00 $0.00 Fund 1005 $98.1 $98.5 $0.4 / $0.4 / $98.1 $ % 0.4% $0.00 $ In FY2016 Fleet Management support will be reported in the Central Service Revolving Fund (Fund 1002) 2. The Fleet Management Fund 1005 is a service charge back fund, where all expenses of the department are charged backed to client departments based on service delivery, thus resulting in a $ 0.0 fund balance at year end. 6/4/2015 6

7 Total Revenues/Expenditures by Fund Fund FY14 Actual FY15 Current FY15 Estimates FY16 Proposed +/- $/% FY15 vs FY16 3 FTEs FY15 Budget FTEs FY16 Prop. PWE - Fleet Management $9.1 $0.0 $0.0 $0.0 Fund $0/ 0.0% 0 0 FIN - Fleet Management Fund FMD - Fleet Management Fund 1005 $0.9 $1.3 $1.3 $0.0 $0 / 0% $85.7 $96.8 $94.1 $98.5 $1.7 / 1.8% Fund 1005 $95.7 $98.1 $95.4 $98.5 $0.4 / 0.4% PWE consolidation occurred 01/04/ In FY2016 Fleet Management support will be reported in the Central Service Revolving Fund (Fund 1002) 3. FY15 Current Budget vs. FY16 Proposed Budget expenditures 6/4/2015 7

8 FY2016 Revenues/Expenditures Impacts Fleet Management Fund 1005: Parts & Equipment $ 1,460,896 Indirect Cost Recovery $ 330,875 Pension: 2% rate increase $ 252,852 Others $ 17,460 Fuel $ (391,195) Total FY2016 Impact $ 1,670,888 The Fleet Management Fund 1005 is a Cost Reimbursement fund. Revenues are charged to the Client Departments to meet expenditures. This results in Revenues equaling Expenditures. 6/4/2015 8

9 FY16 Performance Measures FMD Fund 1005 Performance Measure Priorities FY14 Actual FY15 Budget FY15 Estimate Average Age of Fleet F FY16 Budget Average Fuel Cost per Vehicle I,F $2,940 $2,940 $2,568 $2,496 Average Repair Cost per Vehicle I,F $4,656 $4,740 $4,224 $4,080 Fleet Share Vehicle Availability F 99% 99% 99% 99% Maintain Operational Readiness P,I 95% 95% 95% 95% Preventative Maintenance Every 90 Days P,I 96% 99% 99% 99% Vehicle in the City s Fleet I,F 12,032 11,958 11,788 11,462 Expenditures Budget vs Actual Utilization F 101% 100% 97% 100% Revenues Budget vs Actual Utilization F 106% 100% 97% 100% 6/4/2015 9

10 Questions? 10

11 Appendix-Demographics Ethnicity Female Gender NATIVE AMERICAN/ALASKAN NATIVE 0 2 ASIAN OR PACIFIC ISLANDER 1 46 BLACK, NOT OF HISPANIC ORIGIN HISPANIC WHITE, NOT OF HISPANIC ORIGIN 7 54 TOTAL Male Source: Employee status: 359 full time, 2 part-time 6/4/

12 Appendix-Core Services Matrix FMD FY 2016 Activities Annual Projected Personnel Cost Annual Projected Supplies / Services/Capital Cost Annual Total Cost Annual Projected FTEs Mandated Direct Service Administrative Fund Director s Office 883,303 6,669,670 7,552, X X 1005 Fuel Management 1,111,507 30,075,768 31,187, X X 1005 Asset Management 679,220 4, , X X 1005 Parts Management 820, , X X 1005 Fleet Operations 24,827,866 33,415,704 58,243, X X 1005 TOTAL $28,322,392 $70,166,101 $98,488, Description Provides overall Leadership and Management of the Fleet Management Department and Fleet Share. Purchases of Fuel for the City and maintains Fuel sites. Licensing, Titling, Acquisition and Disposal of all city vehicles. Oversight and management of the Parts supply contracts, purchase orders, and P-card. Maintenance of all City vehicles. 6/4/

13 Appendix- Labor Repair Cost Per Vehicle 33 Month Total Labor Repair Cost Trend: Decrease of 5.7% $500 HAS consolidated with FMD 6/ PWE consolidated with FMD 1/ $450 $400 LABOR COST Linear (LABOR COST) $350 July 2012 August 2012 September 2012 October 2012 November 2012 December 2012 January 2013 February 2013 March 2013 April 2013 May 2013 June 2013 July 2013 August 2013 September 2013 October 2013 November 2013 December 2013 January 2014 February 2014 March 2014 April 2014 May 2014 June 2014 July 2014 August 2014 September 2014 October 2014 November 2014 December 2014 January 2015 February 2015 March HAS had several smaller vehicles with lower Labor Cost join FMD to lower the Labor Cost 2. PWE s Labor cost to the larger vehicles increase the Labor cost per unit. 6/4/

14 FTE Count Appendix- Monthly Labor Repair Cost & FTE Count HAS consolidated with FMD 6/2013 PWE consolidated with FMD 1/2014 2,400,000 2,200,000 2,000,000 1,800,000 1,600,000 1,400,000 1,200,000 Monthly Labor Cost FTE Labor 200 July 2012 August 2012 September 2012 October 2012 November 2012 December 2012 January 2013 February 2013 March 2013 April 2013 May 2013 June 2013 July 2013 August 2013 September 2013 October 2013 November 2013 December 2013 January 2014 February 2014 March 2014 April 2014 May 2014 June 2014 July 2014 August 2014 September 2014 October 2014 November 2014 December 2014 January 2015 February 2015 March ,000,000 Note: The increase is due to the consolidation of PWE to FMD in January /4/

15 Appendix-Fuel Cost Impact Fuel Cost Impact FY2013 to FY2016 Total Total Total Gallons Gallons Cost/Gal Cost FY13 Actual 10,215,832 $3.22 $32,880,814 FY14 Actual 10,341,353 $3.14 $32,517,236 FY15 Budget 10,393,115 $2.87 $29,828,239 FY15 Estimate 10,366,971 $2.87 $29,705,275 FY16 Budget 10,388,671 $2.83 $29,437,043 6/4/

16 Appendix- Cost Impact $480 City of Houston Average Annual Parts Cost / Vehicle FY13 to FY16 Proposed Budget Parts Cost / Vehicle Linear Trend : 4.7% increase $460 $440 $420 $414 $417 $426 $434 $400 $380 $360 FY13 Actual FY14 Actual FY15 Estimate FY16 Projection 6/4/

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